SOLICITATION NOTICE
V -- Massachusetts Yellow Ribbon - Solicitation
- Notice Date
- 11/16/2016
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of the Army, National Guard Bureau, USPFO for Massachusetts, 2 Randolph Road, Hanscom AFB, Massachusetts, 01731, United States
- ZIP Code
- 01731
- Solicitation Number
- W912SV-17-T-0003
- Archive Date
- 12/31/2016
- Point of Contact
- Tyna M.Stevens, Phone: 3392023875
- E-Mail Address
-
tyna.m.stevens.mil@mail.mil
(tyna.m.stevens.mil@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- W912SV-17-T-0003 Statement of Work for Friday January 6, to Sunday January 8, 2017 to conduct a Military and Family Services Pre-Deployment Event. This requirement is for a Military and Family Services Pre-Deployment Event which requires lodging, meals, and meeting rooms for briefings to accommodate up to 300 guests starting on Saturday January 7, 2017. Guests may arrive on Friday January 6, 2017 with events to commence Saturday from 6:00 am and continue until 4:00 pm to officially end Sunday January 8 2017. 1. All conference space must be available for exclusive use Saturday January 7, 2017 from 6:00 am-4:00 pm and Sunday January 8, 2017 from 6:00 am-4:00 pm and through qualified establishments shall be located within a 25 mile radius of Worcester, Massachusetts. Identified venue must be in Massachusetts and lodging requirements must be at the same location, contain on-ground social recreational activities for youths, diverse family entertainment experiences for youths, pet friendly, and parking to accommodate number of attendees. Establishments who do not provide a proposal based on receipt and review of this statement of work will be deemed non-responsive. The Statement of Work is as follows: STATEMENT OF WORK (SOW) I. BACKGROUND A. The contractor shall, except as specified in this Statement of Work (SOW) as government furnished property or services, provide all personnel, supervision, and any items and services necessary to provide 20 sleeping rooms on Friday January 6, 2017, {30 sleeping room} on Saturday January 7, 2017, meeting space and catered meals starting Saturday January 7, 2017 to the Massachusetts Army National Guard, as defined in this SOW. II. SCOPE OF WORK CLIN 0001. CONFERENCE SPACE REQUIREMENTS: Contractor shall provide the following Conference Space Requirements: Rooms shall include tables (rounds - for General Sessions; round style for Lunch Sessions) and chairs (cushioned) with adequate trash receptacles to accommodate number of persons estimated for each type of room required, rooms will be adjoin to allow for an uninterrupted transition between activities. Price for rooms shall be inclusive of all applicable service charges. Required room sizes are as follows: 1. One (1) Ballroom style room (General session and lunch), set up round style tables, and cushioned chairs to accommodate 300 people on Saturday and Sunday. 2. Four (4) Briefing rooms (Break Out sessions), set up with conference style tables, and cushioned chairs to accommodate 40-50 people each on Saturday and Sunday. 3. One (1) Large room (or area) set up as "Information Fair" for Resource Providers, set up with (25) six-foot (6ft) long rectangular tables(skinnies), skirting, minimum of two (2) and cushioned chairs on Saturday and Sunday. 5. Two (2) Child Care rooms able to accommodate 10 children with the following age groups: (0-6), (7-12). Rooms must be located within easy access distance to restrooms for child care supervision/escort. Set up with round tables and cushioned chairs to accommodate number of children and supervisors/escorts. Rooms to be utilized for activities related to each group; specific numbers within each age group will be coordinated prior to event by the government point of contact and hotel management event planner. 6. One (1) Private Consultation type rooms able to accommodate 6-8 people. Set up should be in a private setting, comfortable set-up with table and 5 chairs and/or couch or similar set up. (Internet access connection is needed in 1 room; (wireless preferred). CLIN 0002. AUDIO/VISUAL REQUIREMENTS: Contractor shall provide the following additional Room requirements/services: 1. Ballroom (CLIN 0001 (1 -General Session): One (1) Podium, One (1) 10' X 10' screen {or 1 size appropriate to ballroom} to include projectors & required electrical items including a microphone. 2. Breakout room ( three (3) 10' X 10' screens {or size appropriate}: Screen is required for 2 rooms only to include projectors & required electrical items. CLIN 0003. SUBSISTANCE REQUIREMENTS: Contractor shall provide the following meals and service: Breakfast meal (Saturday) will be provided in Ballroom in the following manner • 300 adult • 20 children Lunch meal (Saturday) will be provided in Ballroom in the following manner. • 300 adult • 20 children Breakfast meal (Sunday) will be provided in Ballroom in the following manner • 300 adult • 20 children Lunch meal (Sunday) will be provided in Ballroom in the following manner. • 300 adult • 20 children 1. Breakfast Requirements: Menu should resemble the following content: eggs, waffles, bacon, pastries / Danish, bagels, fresh fruit, coffee, and milk, include amenities such as: cream cheese, jams and jellies, etc., food items will remain available until consumed. Clearly specify serving quantities). Price shall be inclusive of all applicable service charges. NOTE: Price of brunch meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Serving timeframe shall be from 7:30 am to 10:00 am on Saturday and Sunday. 2. Lunch NOTE: Price of dinner meal must not exceed the Difference of the Local Government Per Diem Rate and the Proportional Meal rate for event location. Price shall be inclusive of all applicable service charges. a. Lunch menu should resemble the following: chicken entrée, vegetables, starches, salad, and assorted desserts {or Chef suggested menu}; children's menus should resemble: chicken tenders and fries. NOTE: Children will eat meals (lunch) with their families. Serving timeframe shall be from 12:00 PM to 1:00 PM on Saturday and Sunday. b. Menus will be determined 7 days prior to event. Final (guaranteed) meal count will be determined within seventy-two (72) hours of event by government and hotel event point of contacts. Menus agreed upon will not exceed the proposed pricing. 3. Contractor will furnish all food items, cooked, and delivered to the areas and designated times as identified by catering manager and government event point of contact in accordance with this SOW. 4. Contractor shall provide full service catering to include setting up, plates, napkins, silverware, glasses / cups, clean up equipment to keep food hot/cold and removal of all trash. 5. Contractor shall provide water stations in each room and will be available all day and replenished (up to 8 hours) as necessary. CLIN 0004. GUEST ROOMS: Contractor shall provide a total of 50 sleeping rooms: 2. GUEST ROOMS: 20 sleeping rooms on Friday January 6, 2017 a) 15 Double beds b) 5 Queen beds 3. GUEST ROOMS: 30 sleeping rooms on Saturday January 7, 2017 c) 15 Double beds d) 15 Queen beds CLIN 0005. MISCELLANEOUS EVENT ADMINISTRATIVE COSTS otherwise not identified in the above CLINS for event space, technical and other requirements. Additional Contractor Requirements: 1. No Contractual Changes can be made without the acknowledgement of a Contracting Officer. 2. Hotel will not be undergoing renovations during conference dates. 3. Contractor agrees to allow the government to provide child care services for the Service Members family by separate contract in the child care areas. 4. Contractor shall provide a single point of contact prior to each event for obtaining menus, finalizing meal counts, etc. In addition, contract shall provide and on-site point of contact during each event. This individual shall have the authority to bind the contractor should changes be required by the contracting officer. 5. Contractor will allow conference pre-function set up twelve (12) hours before the event. Government point of contact / Contractor staff will conduct a walk through (review) with the convention staff to allow for non-cost changes as necessary. 6. Contractors facilities must meet minimum standards for federal (FEMA-approved as found on website http://www.usfa.dhs.gov/applications/hotel/ ), state (Massachusetts) and local governments as well as industry standards for health, safety, and welfare occupants. Government officials will personally visit establishments being considered for contract. (END OF STATEMENT OF WORK) ¬¬¬¬¬¬¬¬¬¬¬ EVALUATION FACTORS: The contract type for this procurement will be a firm-fixed price and award will be made on the basis of best value to the Government, price and other factors considered. Selection will be based on the following evaluation factors, in order of importance: (1) Offerors capability to provide a quality service and facility that meets the Government's needs; (2) Past performance, caliber of offerors performance on previous contracts of a similar nature; and (3) Total cost or price. Note on Price Evaluation factor: Prices for food, inclusive of all service fees shall not exceed the Difference of the Local Government Per Diem rate and the Proportional Meal rate. Prices for lodging shall not exceed the per diem rate for the location of the hotel and applicable time of year. There are a few steps to determine maximum allowable meal charges, again to be inclusive of all service charges and fees. Step 1: Go to http://www.defensetravel.osd.mil/dts/site/index.jsp The Defense Travel System web page. Step 2: Click on the blue DTMO Website tab located in the upper left corner of the web page. Step 3: Click on the Per Diem Rates Tool on the right-hand side of the screen Step 4: You should be in the Per Diem Rates Query; in the Contiguous United States box chose "Massachusetts" from the dropdown menu and check the box to include all cities and towns and Uncheck include military installations. i.e. Worcester County has a max lodging of $111.00 and Local meals of $59.00, Proportional meals of $44.25...so $59.00 - $44.25.00 = $14.75.00 that is my allowable contractable meals per day including service charges. As a reminder we are tax exempt and will provide an ST-2 and ST-5 before the event. We understand this is difficult, please always give your best and final pricing; you may not be given a chance to adjust your proposals. Contracting Manpower Reporting (CMRA): Per sections 235 and 2330a of title 10, United States Code, "The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Army National Guard via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/ Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil/" As part of its submission, the contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USA/NGB/DAHA19/W912SV-17-T-0003/listing.html)
- Place of Performance
- Address: located within a 25 mile radius of Worcester, Massachusetts, Worcester, Massachusetts, United States
- Record
- SN04330153-W 20161118/161116235130-d004e285e02607b43de62fb8f5272d7c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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